We are looking to invite some clients to a Corporate Lunch Event later in the year. I am looking to:
Send Invitiation (Which Links to a form submission)
Send Follow Up Invitiation ( If no response/no form submission)
Send Reminder Email to those Attending/ Send Apologies Email to those not attending.
I was weighing up whether to do this as a workflow or sequence and am leaning towards workflow, due to the way you can centre it around a date. I just am not sure because I do not want these email's to be Marketing Emails, as some have not opted in to do so.
Does anyone have any recommendations as to how to map this out?
At first glance, your use case seems pretty straight forward. However, there are a couple non-trivial items to consider.
- All clients may not be eligible to receive marketing emails. (as you pointed out) This is particularly important for GDPR use cases. If marketing emails aren't an option, workflows won't help us communicate with them.
- Contacts will automatically be unenrolled from sequences based on REPLIES. This means, if a contact replies (for any reason) and still doesn't register they'll never receive a follow-up. If this is true, and it is, sequences won't help us communicate with them.
Depending on the scale, maybe consider using a combination of the following:
- Marketing emails with invitations and follow-ups managed via workflows for all eligible clients.
- Sales sequences with task reminders for those who are unenrolled, but failed to register for your event.
In all cases, this will require a fair amount of work to both setup and manage in HubSpot. Forgetting any of these items will leave gaps in either invitations, invitation reminders, registrations, attendance tracking, registration reminders, post-event thank you follow-up, or some combination of the above.
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I agree with those considerations which makes this one a bit tricky.
As it's quite a small event, I think I may lean towards a sequence option in this instance, as we can register participants manually by their response. Then if they haven't replied we can send the follow up email.
In terms of the sequences, is it possible to send an email from firstname.lastname@example.org but have the replies go email@example.com, similar to marketing emails? This will be helpful due to having to send the invitations as a director.